Forms · Moving & Relo · Training · Travel · Vendor Paymnts

The following travel planner is a step-by-step guide to ensuring that travel expenses are reimbursed as expected.

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PRIOR TO DEPARTURE ...

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1. Complete a Travel Authorization Form, making sure that all anticipated expenses are properly authorized.

2. Determine your method of transportation, and estimate its cost.

3. Determine the lodging and per diem limits for your destination(s).

• The standard rates for locations in Virginia are $60.00 for lodging and $39.00 for Meals and Incidental Expenses (M&IE). Exceptions to these rates are listed in the State of Virginia Travel Regulations.

• Click here for Foreign Per Diem Rates maintained by the U.S. State Department. The rates are updated monthly and archived. Find the rates appropriate to your destination and the month in which you travelled, and print the single page which lists those rates. Attach the page to your travel reimbursement voucher.

4. Determine whether reservations and/or prepayments will be necessary.

• Lodging
• Car Rental
• Registration fees

Note: Many hotels, motels and car rental agencies offer discounts to state employees and/or higher education employees. Be sure to ask if such a discount is available, and carry your William & Mary identification card as proof of employment. Even if a discount is not available when lodging reservations are made, ask again during check-in. Rooms are sometimes discounted when occupancies are low.

5. After estimating all of the costs associated with the trip, determine whether or not you will need a travel advance. Travel advances can be requested on the Travel Authorization Form.

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DURING YOUR TRIP...

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1. If traveling by personal vehicle, record your mileage.

2. Keep all of your receipts.

• Lodging
• Transportation
  • Airline/rail tickets if not purchased from a contracted travel agency
  • Car rental
  • Gasoline purchases
  • Parking in excess of $10.00
  • Tolls in excess of $10.00
  • Taxis

• Meals not covered by the M&IE per diem
  • Business Meals
  • Overtime Meals

• Business calls and faxes
• Other miscellaneous expenses not covered by the M&IE per diem

3. Note that the following expenses are not reimbursable:

• Lost or stolen articles
• Alcoholic beverages
• Damage to personal vehicles, clothing, or other items
• Services to gain entry to a locked vehicle
• Movies charged to hotel bills
• All expenses related to the personal negligence of the traveler, such as fines
• Entertainment expenses
• Towing charges, and
• Expenses for children, spouses, and companions while on travel status.

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AFTER RETURNING...

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1. Complete a Travel Expense Reimbursement Voucher.

• Attach receipts
• Attach a copy of the completed Travel Authorization Form
• Be sure that all of the required signatures are present:
  • Traveler
  • Supervisor
  • Grants, if necessary

2. Forward the completed Travel Voucher to Accounts Payable